17 May 2012
Posted by Jennifer Angell
This tutorial will cover the common and not so common utilities that come bundled with the content editor.  You’ll have a strong grasp of your capabilities with editing and formatting your copy after reading.  This tutorial will cover the following:
 
As you can see, there's a lot to cover here, so it's no surprise that this tutorial is a bit...um...wordy.   Go refill your coffee and get comfortable.  The good news is that this post isn't going anywhere, so you might want to bookmark it for a quick and easy reference.  Ok, let's get this party started!

How to Create a Hyperlink to Another Web Page

  1. Within the content editor, highlight the word or phrase you wish to hyperlink.
  2. Click the hyperlink icon in the editor’s toolbar.
  3. The Link Popup will appear.  Paste your URL into the URL input box on the first tab.  You may leave the two dropdowns on this tab with their defaults selected.
  4. If you are linking to a page within the newsroom, you can stop here and click the OK button. 
  5. If you are linking to a page on another website, you’ll want to add a target to this hyperlink and make it pop into a new browser window/tab.  Click the “Target” tab and then select “New Window” from the dropdown and press the OK button to create your hyperlink.

How to Create a Hyperlink to an Uploaded Document

You can easily create a hyperlink to a PDF, Word document, Excel file, Powerpoint Presentation, etc. that you want to reference within your press release.  Here’s how:
  1.  Within the content editor, highlight the word or phrase you wish to hyperlink to the document.
  2. Click the hyperlink icon in the editor’s toolbar.
  3. The Link Popup will appear.  Ignore the first tab and instead click the tab labeled “Upload”.
  4. Click the button that says “Choose File” which will allow you to navigate to the file stored on your computer and open it.
  5. Click the button that says “Send it to the Server”.  This will upload your document to the newsroom server and then relocate you to the first tab with the URL already populated that points to the file.
  6. Click the second tab that says “Target” and select the “New Window” option from the dropdown.  This will ensure that when the user clicks on the link, it will open the document in the preferred software in a new window instead of relocating the user from the newsroom.
  7. Click the OK button to create your hyperlink to an uploaded document.

How to Create a Hyperlink to an Email Address

You may find yourself displaying an email address inside your press release body or some other copy block and would like to add a hyperlink so that when someone clicked it, it fired open a new email message to that person.  This is also easy to accomplish.  Here’s how:
  1. Within the content editor, highlight the email address or phrase you wish to add a mail hyperlink to.
  2. Click the hyperlink icon in the editor’s toolbar.
  3. The Link Popup will appear.  On the first tab, change the “Link Type” dropdown to “E-mail”.  The first tab’s appearance will change allowing you a new set of form fields to fill out.  All that is required is that you type the individual’s email address into the first input box.  You can leave the subject line and message body blank, but if you choose to also populate those, depending on the mail program, they will pre-populate with whatever you type in here.
  4. Click the OK button to create your hyperlink.

How to Embed an Image

Embedding an image into your content is easier than you think.  There are a few tricks to this process, which I’ll go over in detail here.  Before I begin, I want to explain a critical first step.  Many of my clients wish to upload photos with a very large file size to be used as thumbnails in their release.  They upload the 2MB file using the process I’m about to explain below and use the height/width input boxes to force it to display in a smaller size.  This will only gives the appearance that the image has been re-sized; it does not actually re-size the image.  What does this mean to you?  It’s going to slow down the page load of this particular press release because the user's browser is forced to download a 2MB file and then squish it down to a thumbnail size.  The end result is usually a blurry thumbnail that sucks up the individual’s bandwidth and makes the newsroom appear to lag.  That being said, it’s a good practice if you’re going to incorporate thumbnails into your press release, to re-size those images down to the size you’d like them to appear prior to uploading them into the press release.  There are several free photo editing tools available online if you do not have one installed.  Ok, enough of the fine print – here’s how to embed an image:
  1. Position your mouse inside the content editor where you’d like the image to appear.
  2. Click the image icon in the editor’s toolbar.
  3. The Image Properties popup will appear.
  4. You have two choices at this point and it depends on whether or not you wish to re-use an image you’ve uploaded previously or if you need to upload a new image for the first time.  I’ll cover both.
  5. Uploading a New Image:
    1. Click the tab labeled “Upload”.
    2. Click the “Choose File” button and navigate to the image file stored on your computer.
    3. Click the “Send it to the Server” button, which will upload the image onto the newsroom and return you to the first tab of the Image popup titled “Image Info”.  You should see your image in the preview box surrounded by Latin text.
    4. Move forward to Step 7.
  6. Re-using an Existing Image:
    1. On the “Image Info” tab, click the “Browse Server” button.  This is going to open another popup that will show you the full image library on your newsroom server.  Files are listed alphabetically and if you have nested folders, you can navigate deeper by clicking on the folder name listed at the top of the list.  NOTE:  any images you've uploaded to the newsroom using the "Images - Single" or "Images - Bulk" tools will be living inside the "media_gallery" sub-directory.  Click this folder at the top of the file list to drill down into that directory.
    2. Once you find your image, click the image name and the popup will close bringing you back to where you began on the “Image Info” tab of the Image Properties popup.  You should see your image in the preview box surrounded by Latin text.
  7. If you do nothing else, any text next to your image will begin at the lower right corner of the image as the preview suggests with the latin text example…which is ok, but you can do better. 
     

    You can force the text to start in the upper right corner of the image and wrap nicely around the image by placing an “alignment” on the image.  Select “Left” from the Align dropdown to have the image to the left of the copy; which will nicely wrap.  Select “Right” to move the image to the right of the text still nicely wrapping.

  8. One final tip – you can add a bit of spacing between your image and your text by adding something small such as “5” (which translates to 5 pixles) into the HSpace input box.
  9. Now you’re ready – click the OK button and the popup will close and you should see your image inside the content editor.
Once you do this a few times you’ll be able to do this in your sleep….I promise.  Want to get real fancy?  Here’s a BONUS TIP for you:  it is possible to add a thumbnail to your press release and have it hyperlinked to the full image.  We just need to take everything we just learned here and combine it with the steps in the “How to Create a Hyperlink to an Uploaded Document” portion of this Tutorial. 
  1. I’m going to assume at this point you’ve just successfully added your thumbnail and you’re admiring it inside the content editor.
  2. Click the thumbnail – this will put several little boxes all around it to let you know you’ve selected the image.
  3. Click the Hyperlink icon.
  4. Click the “Upload” tab.
  5. Click the “Choose File” button to browse to the full size image on your computer that you originally modified a version of for the thumbnail.
  6. Click the “Send it to the Server” button and this will upload the full size image onto the newsroom server and send you back to the first tab.
  7. Click the “Target” tab and choose “new window” from the dropdown. 
  8. Click the OK button and you’ve just successfully hyperlinked the thumbnail to it’s full size version.  Your job here is done.  Promptly head to happy hour.

How to Embed a Video Stored on YouTube or Vimeo

Embedding a YouTube or Vimeo video is super easy.  So easy you’ll be looking for excuses to put videos into your content.
  1. Position your mouse inside the editor where you want your video to appear.
  2. Click the “flash” icon in the editor’s toolbar.
  3. You’re going to paste the URL to the YouTube or Vimeo video file in the URL input box on the first tab.  Below I will explain how you find out what the URL is for both popular video hosting sites.
  4. YouTube Video:
    1. Head over to the YouTube site and find your video.  Click on it from the search result list so you are on the video display page of your video.
    2. You can grab the URL one of two ways.
      1. Super Easy Way:  Click the “Share” button below your video.  YouTube will offer up their “shortened” URL to the video – click Ctrl-C to copy it to your clipboard.  It should look something like this:    NOTE: this is a very new feature added to our newsroom platform.  Chances are you may need to have this piece of functionality dropped into yours.  Call your Client Service Manager to schedule this change today.

         
      2. Kicking it Old Skool Way:  You can highlight what’s up in the address bar and use this URL.  WARNING:  sometimes YouTube appends several things to this URL after the Video ID that correlate to your channel, a featured link notation, etc.  There is a slight chance that these extra characters can interfere with the video display on the newsroom, so you’ll need to tidy that up if it occurs. 

        The URL should look something like this:  

        It should NOT look like this: 
         

        Anything after the video ID that would start with an & needs to be removed when placing the URL into the newsroom.
         
  5. Vimeo Video:
    1. Head over to the Vimeo site and find your video.  Click on it from the search result list so you are on the video display page of your video.
    2. Vimeo keeps things pretty simple.  All you need to do is copy the URL up in your address bar.  It should look something like this: 
  6. Ok now that you’ve got your URL copied to your clipboard, head back over to the newsroom’s Video popup and paste the URL into the URL input box.  Clicking into the box and hitting Ctrl-V is a quick way to do this.
  7. You’re almost done – but first we need to specify the height and width you’d like video player to size to.
  8. The width and height boxes represent pixels.  The best size depends on the resolution of your video, but generally speaking, something along the lines of 480x360 or 560x315 would work.
  9. Click the OK button to close the popup and take you back to the content editor.
  10. Don’t be alarmed when you do not see the video player appear inside the editor.  This is normal.  You’ll see a placeholder graphic instead.  You can be confident that when being viewed on your newsroom, the videos will appear in their place.

How to Embed a Video Stored in your Video Library

If you’ve already uploaded a video (.wmv or .mov) into your video library using the Video Tool in the newsroom, you can embed this video into a press release as well.
  1. Position your mouse inside the editor where you want your video to appear.
  2. Click the “media” icon in the editor’s toolbar.
  3. As of right now, this feature only supports Window Media (.wmv) and Quicktime (.mov) movies.  Select the appropriate format from the Media Player dropdown.
  4. Click the “Browse” button and the file library popup will appear.  Because you uploaded the video already using the newsroom’s Video Tool, you’ll need to click on the “Media Gallery” folder at the top of the file list.  Your video will either be in here or in a sub-directory you may have specified to store it at the time you added it via the Video Tool.  Click on the name of your video which will select it and close the library popup.
  5. Enter the height and width you’d like the player to be sized to.  The width and height boxes represent pixels.  The best size depends on the resolution of your video, but generally speaking, something along the lines of 480x360 or 560x315 would work.
  6. Click the OK button to embed the player into your content.  Don’t be alarmed when you do not see the video player appear inside the editor.  This is normal.  You’ll see a flash placeholder graphic instead.  You can be confident that when being viewed on your newsroom, the videos will appear in their place.

How to Copy & Paste from Word Successfully

I’m sure it’s happened to you because it’s something I help clients work through on a daily basis (see, you are not alone).  Doing the standard Copy & Paste from Microsoft Word into the content editor directly is a one-way ticket down the rabbit hole.  Line spacing is erratic.  Font faces and sizes are nothing like the norm.  In some extreme cases it can even break the site on the newsroom.  All this happens because when you copy the content from your Word doc, you bring along with it thousands of lines of proprietary Microsoft code that control the formatting.  The content editor tries to interpret it, but only Bill Gates speaks that language.  In the end, it’s a mess and it’s near impossible to try to fix it in the editor itself.  There is hope; perfecting the Copy/Paste procedure from Microsoft Word into your content editor can and will be done by you.  Here’s how:
  1. Highlight your content in your Word doc and click the copy button (or Ctrl-C).
  2. Head back over to your newsroom down to the content editor you wish to paste it into.
  3. Click on the editor’s “Paste from Word” icon. 
  4. Click inside the box in the popup and hit Ctrl-V (keyboard shortcut for pasting).
  5. Leave the two little checkboxes checked
  6. Click the Ok button to close the popup.
  7. Your content should now appear inside the article body editor in relatively decent shape.  You can use the editor’s other icons to apply more bolding, hyperlinks, embed images, etc.
This is not a completely perfect science but it usually alleviates 99% of the headache and the rest you can usually correct using the editor’s toolset.
 

How to Work with the Source Code

Are you a PR professional by day and computer geek by night?  If so, you may have dabbled with HTML.  If you are comfortable working with raw html, you can switch the editor over to the raw source code by pressing the “Source” button in the upper left corner of it’s toolbar.  This will change the WYSIWYG screen to display the raw html and you can roll up your sleeves and clean up your article developer style.  I tip my hat to you ;)  Clicking the source button again will return you to the WYSIWYG mode.
  

How to Work with Templates

Do you find yourself reformatting the style of your press releases in the same fashion every time?  Maybe you like to display your release in a two column table with the first column containing a list of thumbnails or embedded video  players and the press release body in the next.  Perhaps you start off each press release with a bullet point list of key points before going into the nitty gritty.  We can help speed up the process by creating a custom template for you.  You’ll have to get your Client Service Manager involved initially to setup the template, but once setup, you can pre-populate your editor with the template.  Here’s how:
  1. Select the template icon from your editor’s toolbar.
  2. Select the template you wish to use.  The editor comes with three templates out of the box.
  3. The contents of the editor will be replace or added upon (depending on if you keep check the box checked at the bottom of the template popup.)
  4. Replace the template’s placeholder copy with your copy.

Final Tips

  • Save Often.  If you are performing several edits and things are becoming complex, keep your article STAGED and click the Update button at the bottom of the press release tool several times throughout the process.  Don't do all of your changes and save the "Saving" for the end.  Things happen.  Your user session could time out, your office decides now is a good time to lose power, the newsroom server hiccups.  Life happens and if you are saving several iterations along the way you can prevent a big headache.
  • Undo It.  If you are not familiar with the keyboard shortcut key for "undo", it is Ctrl-Z.  Ctrl-Z works in the editor!  If you've accidentally cut out the wrong paragraph, hit Ctrl-Z as many times as you need to.  You're Welcome. 
  • When All Else Fails...Roll It Back.  If you've done something detrimental while in edit mode; all is not lost.  You can roll your press release back to the previous version.  At the top of the press release tool, you'll see a dropdown of saved versions of the release.  Yes, there is a hot tub time machine.  You can select an older version and the press release tool will refresh and you'll be reset to as it was at that moment in time.  You can only go forward from here on out tho, so you'll need to carefully re-make your edits.
And that concludes our tutorial of the content editor.  Are you still awake??  All the other icons are something I assume you’ve used on a daily basis with your document formatting software, email software, etc. or are icons you would likely never use.  I hope this tutorial has exposed some of the possibilities you may not have realized you have at your fingertips with your newsroom.

Instructions given here represent the most current online newsroom platform brought to you TEKGROUP. If your newsroom is not an exact representation of what I’ve described, perhaps it’s time to think about upgrading. See your Client Service Manager for any questions about this post and/or upgrading today!
 
Jennifer Angell
Client Service Manager
TEKGROUP International

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